General Data Protection Regulation (GDPR):

Who we are

Our web address is www.ospreyleisure.co.uk

South Dorset Community Sports Trust (SDCST) was set up in 1999 to address the lack of affordable sports and recreational facilities available in the area of South Dorset, especially Portland and Weymouth.  We started running Osprey Leisure Centre after the Navy and subsequently the Weymouth and Portland council vacated in 2007.

In keeping the centre open we have encouraged many more new groups and individuals of all abilities to come and benefit from everything offered.  From limited facilities  we have constructed three new fitness areas, a room for indoor cycling, a new social area with café, a conference room, upgraded many of the community facilities on offer including converting a room into a family/disabled changing room and replaced all the showers.

The centre has won awards for progressive thinking and action on energy saving, sustainable and renewable energy initiatives with ground source heat pumps and solar panels.

For more information on Trust facilities, events, donations and contracts please contact General Manager on 01305 824378 or by email on generalmanager@ospreyleisure.co.uk

What personal data we collect and why we collect it

  • Membership data – including bank details, addresses and other contact details for monthly membership collections. We need this information to set up and manage monthly memberships. This is stored on-line and debits are managed by Debit Finance Limited – all customers are given copies of the terms and conditions on signing up and contact preferences are also established at the point of signing up. The only people, other than DFC that have access to membership information will be staff (financial data is not viewable by staff). The member information screen is also on a short time out so requires logging on to use. The data stored is not given to third parties and we do not use it for mail outs or promotions. This data is stored indefinitely. https://www.debitfinance.co.uk/terms-and-conditions/

  • Membership data for all memberships – including addresses and other contact details for pre-paid memberships and ‘pay as you go’ is held within our Club Manager system.  This system allows card controlled access into the centre which both verifies membership validity and records customer attendance. Privacy Notice (clubmanagercentral.com)

  • PARQ – this is the short questionnaire on gym user health prior to allowing access to the gym. All completed forms are stored in a locked office in a locked cabinet. We need to screen all gym users prior to allowing access so we might advise them on specific requirements if needed. Data is kept indefinitely

  • Courses registration and regular bookings – swim lessons, fitness classes, holiday play sessions. We need this data to manage access to classes and courses and for customer contact where required (emergencies and cancellations). Data is stored in files which are only accessed by staff. Historical data is used internally only for usage analysis and destroyed afterwards

  • Block and advanced bookings – This includes email, phone and address details. We need this data to manage access to bookable spaces/facilities and for customer contact where required (emergencies and cancellations).

  • Surveys  - occasional surveys may take place to gauge customer opinion. Once analysed it is saved into an anonymous format and original data destroyed. Data collected is for internal use only

  • Comment letters and correspondence – all comments via email come into either generalmanager@ospreyleisure.co.uk or info@ospreyleisure.co.uk . Access to these emails is for designated staff members only (see who we share your data with for exemptions to this.)  Hard copy correspondence is kept in locked offices and destroyed on a six yearly basis

  • Financial – we hold data on bank details, email and other contact information on a QuickBooks account for  invoicing purposes. Access to QB is password protected and only for designated staff. Payment information is also stored on Lloyds on-line banking and in paper copies of bank statements (kept in a locked cabinet in a locked office). This financial data is electronically stored indefinitely

Cookies

Like most websites, we store information about your visit in the form of ‘cookies’. The cookies help us to tailor our website to your preferences. Cookies are placed on your computer, which provide information about how you use the site. This information is used statistically, is anonymised and the cookies, do not gather personal information about you and do not allow us access to your computer.

An example; we use Google Analytics cookies to identify which pages are being used. The cookies let us know whereabouts in the world you are connecting to the site from, which pages are visited and how long visitors stay on pages. This anonymous data about website traffic is part of reviewing how effective the site.

Embedded content from other websites

External Sites:

We can take no responsibility for third party groups or companies recommended / mentioned on this site.

We are not responsible for the content of external websites linked to from pages on the ospreyleisure.co.uk website. We do our best to make sure everything is as it should be. Let us know if you spot something, which you think shouldn’t be on the site.

Pages on this site may include embedded content (e.g. videos, images, maps, etc.). Embedded content from other websites behaves in the exact same way as if the visitor has visited the other website. These websites may collect data about you, use cookies, embed additional third-party tracking, and monitor your interaction with that embedded content, including tracing your interaction with the embedded content if you have an account and are logged in to that website.

Who we share your data with

What rights you have over your data

You can contact us to request a list of data we hold about you. You can also request that we erase any personal data we hold about you. This does not include any data we are obliged to keep for administrative, legal, tax, or security purposes.

Where we send your data

This is covered in the who we share your data with.

Your contact information

Any queries on data protection should be directed to info@ospreyleisure.co.uk or to The General Manager, Osprey Leisure Centre, Castletown, Portland, Dorset, DT5 1BD

How we protect your data

To protect your data we

  • Use passwords on all computers

  • Keep hard copies of documents in locked offices

  • Destroy data we do not need to retain

  • Train staff in data management

  • Do not share data with third party organisations (other than as stated above)

What data breach procedures we have in place

  • If in the unlikely situation there is a data breach we would work to inform the ICO (supervisory body) within 72 hours